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</div> </div> </div> </div> </nav> </div> </header> <div class=""> <div class="gem-c-layout-for-public__blue-bar govuk-width-container"></div> </div> <div id="wrapper" class="direction-ltr govuk-width-container"> <div class="gem-c-contextual-breadcrumbs"> <div class="govuk-!-display-none-print"> <nav data-module="ga4-link-tracker" aria-label="Breadcrumb" class="gem-c-breadcrumbs govuk-breadcrumbs govuk-breadcrumbs--collapse-on-mobile"> <ol class="govuk-breadcrumbs__list"> <li class="govuk-breadcrumbs__list-item"> <a data-ga4-link='{"event_name":"navigation","type":"breadcrumb","index_link":"1","index_total":"1"}' class="govuk-breadcrumbs__link" href="/">Home</a> </li> </ol> </nav> </div> </div> <main role="main" id="content" class="detailed-guide" lang="en"> <span id="Top"></span> <div class="govuk-grid-row gem-print-columns-none"> <div class="govuk-grid-column-two-thirds"> <div class="gem-c-title govuk-!-margin-top-8 govuk-!-margin-bottom-8"> <span class="govuk-caption-xl gem-c-title__context"> Guidance </span> <h1 class="gem-c-title__text govuk-heading-l"> Using Open Document Formats (ODF) in your organisation </h1> </div> </div> <div class="govuk-grid-column-two-thirds"> <p class="gem-c-lead-paragraph">This guidance is an introduction to the Open Document Format (ODF) standard and how you can select ODF-compliant solutions.</p> </div> </div> <div class="govuk-grid-row"> <div class="metadata-logo-wrapper"> <div class="govuk-grid-column-two-thirds metadata-column"> <div class="gem-c-metadata" data-module="gem-toggle metadata"> <dl class="gem-c-metadata__list"> <dt class="gem-c-metadata__term">From:</dt> <dd class="gem-c-metadata__definition"> <a class="govuk-link" href="/government/organisations/central-digital-and-data-office">Central Digital and Data Office</a> </dd> <dt class="gem-c-metadata__term">Published</dt> <dd class="gem-c-metadata__definition">18 December 2018</dd> </dl> </div> </div> <div class="govuk-grid-column-one-third"> </div> </div> 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gem-c-contents-list__list-item--dashed"> <span class="gem-c-contents-list__list-item-dash" aria-hidden="true"></span> <a class="gem-c-contents-list__link govuk-link gem-c-force-print-link-styles govuk-link--no-underline" data-ga4-link='{"event_name":"select_content","section":"Contents","type":"contents list","index_total":9,"index_link":1}' href="#selecting-your-odf-compliant-solution">Selecting your ODF-compliant solution</a> </li> <li class="gem-c-contents-list__list-item gem-c-contents-list__list-item--dashed"> <span class="gem-c-contents-list__list-item-dash" aria-hidden="true"></span> <a class="gem-c-contents-list__link govuk-link gem-c-force-print-link-styles govuk-link--no-underline" data-ga4-link='{"event_name":"select_content","section":"Contents","type":"contents list","index_total":9,"index_link":2}' href="#odf-compatible-software">ODF compatible software</a> </li> <li class="gem-c-contents-list__list-item gem-c-contents-list__list-item--dashed"> <span class="gem-c-contents-list__list-item-dash" aria-hidden="true"></span> <a class="gem-c-contents-list__link govuk-link gem-c-force-print-link-styles govuk-link--no-underline" data-ga4-link='{"event_name":"select_content","section":"Contents","type":"contents list","index_total":9,"index_link":3}' href="#buying-odf-compliant-solutions">Buying ODF-compliant solutions</a> </li> <li class="gem-c-contents-list__list-item gem-c-contents-list__list-item--dashed"> <span class="gem-c-contents-list__list-item-dash" aria-hidden="true"></span> <a class="gem-c-contents-list__link govuk-link gem-c-force-print-link-styles govuk-link--no-underline" data-ga4-link='{"event_name":"select_content","section":"Contents","type":"contents list","index_total":9,"index_link":4}' href="#migrating-to-odf-compliant-solutions">Migrating to ODF-compliant solutions</a> </li> <li class="gem-c-contents-list__list-item gem-c-contents-list__list-item--dashed"> <span class="gem-c-contents-list__list-item-dash" aria-hidden="true"></span> <a class="gem-c-contents-list__link govuk-link gem-c-force-print-link-styles govuk-link--no-underline" data-ga4-link='{"event_name":"select_content","section":"Contents","type":"contents list","index_total":9,"index_link":5}' href="#securing-your-odf-compliant-solution">Securing your ODF-compliant solution</a> </li> <li class="gem-c-contents-list__list-item gem-c-contents-list__list-item--dashed"> <span class="gem-c-contents-list__list-item-dash" aria-hidden="true"></span> <a class="gem-c-contents-list__link govuk-link gem-c-force-print-link-styles govuk-link--no-underline" data-ga4-link='{"event_name":"select_content","section":"Contents","type":"contents list","index_total":9,"index_link":6}' href="#integrating-your-odf-compliant-solution">Integrating your ODF-compliant solution</a> </li> <li class="gem-c-contents-list__list-item gem-c-contents-list__list-item--dashed"> <span class="gem-c-contents-list__list-item-dash" aria-hidden="true"></span> <a class="gem-c-contents-list__link govuk-link gem-c-force-print-link-styles govuk-link--no-underline" data-ga4-link='{"event_name":"select_content","section":"Contents","type":"contents list","index_total":9,"index_link":7}' href="#setting-up-your-odf-compliant-solution">Setting up your ODF-compliant solution</a> </li> <li class="gem-c-contents-list__list-item gem-c-contents-list__list-item--dashed"> <span class="gem-c-contents-list__list-item-dash" aria-hidden="true"></span> <a class="gem-c-contents-list__link govuk-link gem-c-force-print-link-styles govuk-link--no-underline" data-ga4-link='{"event_name":"select_content","section":"Contents","type":"contents list","index_total":9,"index_link":8}' href="#support-and-training-for-odf-users">Support and training for ODF users</a> </li> <li class="gem-c-contents-list__list-item gem-c-contents-list__list-item--dashed"> <span class="gem-c-contents-list__list-item-dash" aria-hidden="true"></span> <a class="gem-c-contents-list__link govuk-link gem-c-force-print-link-styles govuk-link--no-underline" data-ga4-link='{"event_name":"select_content","section":"Contents","type":"contents list","index_total":9,"index_link":9}' href="#get-involved-in-the-development-of-the-standard">Get involved in the development of the standard</a> </li> </ol> </nav> </div> <div class="gem-c-print-link govuk-!-display-none-print govuk-!-margin-top-0 govuk-!-margin-bottom-6"> <button class="govuk-link govuk-body-s gem-c-print-link__button" data-module="print-link">Print this page</button> </div> <div data-module="govspeak" class="gem-c-govspeak govuk-govspeak govuk-!-margin-bottom-0"> <div class="govspeak"> <p>The ODF standard works on most operating systems for desktops, laptops, mobile phones and tablets. The <a href="https://www.gov.uk/government/groups/open-standards-board" class="govuk-link">Open Standards Board</a> has selected the <a href="https://www.gov.uk/government/publications/open-standards-for-government/sharing-or-collaborating-with-government-documents" class="govuk-link">ODF 1.2</a> standard for use across government. The government chose ODF 1.2 because it:</p> <ul> <li> <p>is an open standard that allows suppliers to create interoperable office productivity solutions</p> </li> <li> <p>allows stricter security checks to help prevent common cyber-attack scenarios</p> </li> <li> <p>can lower IT costs as ODF is either low cost or free to use</p> </li> <li> <p>allows the government and citizens, businesses and other organisations to share documents</p> </li> <li> <p>allows government staff to share and edit documents</p> </li> <li> <p>is compatible with a wide range of software including assistive technology</p> </li> <li> <p>can add <a rel="external" href="http://docs.oasis-open.org/office/v1.2/os/OpenDocument-v1.2-os-part1.html#__RefHeading__1415062_253892949" class="govuk-link">digital signatures</a> to a document</p> </li> <li> <p>has a powerful generic <a rel="external" href="http://docs.oasis-open.org/office/v1.2/os/OpenDocument-v1.2-os-part1.html#__RefHeading__1415064_253892949" class="govuk-link">metadata</a> system</p> </li> </ul> <h2 id="selecting-your-odf-compliant-solution">Selecting your ODF-compliant solution</h2> <p>Consider user needs when selecting your ODF-compliant solution. You should:</p> <ul> <li> <p>use the <a href="https://www.gov.uk/service-manual/user-research" class="govuk-link">user research guidance in the ‘Service manual’</a></p> </li> <li> <p>plan your user research so you have enough time and the right participants</p> </li> <li> <p>use a variety of research techniques</p> </li> <li> <p>consider which ODF solution will help simplify your business processes</p> </li> </ul> <p>Your chosen ODF solution must also be accessible. Follow the <a rel="external" href="http://mandate376.standards.eu/standard" class="govuk-link">standard EN 301 549</a> when buying accessible products and services.</p> <p>You can find more information about accessibility practices in the <a href="https://www.gov.uk/service-manual/helping-people-to-use-your-service" class="govuk-link">service manual</a> or from the <a rel="external" href="https://www.w3.org/WAI/" class="govuk-link">World Wide Web Consortium</a> (W3C).</p> <h2 id="odf-compatible-software">ODF compatible software</h2> <p>There are several software tools compatible with the ODF standard. This is not a full list of ODF-compatible software tools and there are other options available.</p> <h3 id="mac-operating-system">Mac operating system</h3> <p>The following ODF tools work on the Mac operating system:</p> <ul> <li> <p><a rel="external" href="https://www.libreoffice.org/" class="govuk-link">LibreOffice</a> - This application is available with a Welsh user interface and a Welsh dictionary to allow spell-checking when working in the language. Mae rhyngwyneb Cymraeg ar gael ar gyfer y cymhwysiad hwn yn ogystal â geiriadur Cymraeg er mwyn i chi allu gwirio’r sillafu wrth weithio yn yr iaith.</p> </li> <li> <p><a rel="external" href="https://www.collaboraoffice.com/" class="govuk-link">Collabora Office</a></p> </li> <li> <p><a rel="external" href="https://www.collaboraoffice.com/collabora-online/" class="govuk-link">Collabora Online</a></p> </li> <li> <p><a rel="external" href="https://products.office.com/en-ie/mac" class="govuk-link">Microsoft Office for Mac</a></p> </li> <li> <p><a rel="external" href="https://support.office.com/en-us/article/why-does-the-microsoft-online-service-need-to-convert-some-office-files-ef8ff042-c40c-4d9f-9d11-0d21f88e4179?ui=en-US&rs=en-US&ad=US" class="govuk-link">Microsoft online service</a></p> </li> </ul> <h3 id="windows-operating-system">Windows operating system</h3> <p>The following ODF tools work on the Windows operating system:</p> <ul> <li> <p><a rel="external" href="https://www.libreoffice.org/" class="govuk-link">LibreOffice</a> - This application is available with a Welsh user interface and a Welsh dictionary to allow spell-checking when working in the language. Mae rhyngwyneb Cymraeg ar gael ar gyfer y cymhwysiad hwn yn ogystal â geiriadur Cymraeg er mwyn i chi allu gwirio’r sillafu wrth weithio yn yr iaith.</p> </li> <li> <p><a rel="external" href="https://www.collaboraoffice.com/" class="govuk-link">Collabora Office</a></p> </li> <li> <p><a rel="external" href="https://www.collaboraoffice.com/collabora-online/" class="govuk-link">Collabora Online</a></p> </li> <li> <p><a rel="external" href="https://products.office.com/en-IE/compare-all-microsoft-office-products?activetab=tab%3Abusiness&icid=TopNavSoftwareOffice&tab=1" class="govuk-link">Microsoft Office</a> - This application is available with a Welsh user interface and a Welsh dictionary to allow spell-checking when working in the language. Mae rhyngwyneb Cymraeg ar gael ar gyfer y cymhwysiad hwn yn ogystal â geiriadur Cymraeg er mwyn i chi allu gwirio’r sillafu wrth weithio yn yr iaith.</p> </li> </ul> <h3 id="linux-operating-system">Linux operating system</h3> <p>The following ODF tools work on the Linux operating system:</p> <ul> <li> <p><a rel="external" href="https://www.abisource.com/" class="govuk-link">AbiWord</a></p> </li> <li> <p><a rel="external" href="http://www.gnumeric.org/" class="govuk-link">Gnumeric</a></p> </li> <li> <p><a rel="external" href="https://www.libreoffice.org/" class="govuk-link">LibreOffice</a> - This application is available with a Welsh user interface and a Welsh dictionary to allow spell-checking when working in the language. Mae rhyngwyneb Cymraeg ar gael ar gyfer y cymhwysiad hwn yn ogystal â geiriadur Cymraeg er mwyn i chi allu gwirio’r sillafu wrth weithio yn yr iaith.</p> </li> <li> <p><a rel="external" href="https://www.collaboraoffice.com/" class="govuk-link">Collabora Office</a></p> </li> <li> <p><a rel="external" href="https://www.collaboraoffice.com/collabora-online/" class="govuk-link">Collabora Online</a></p> </li> </ul> <h3 id="android-operating-system">Android operating system</h3> <p>The following ODF tools work on the Android operating system:</p> <ul> <li> <p><a rel="external" href="https://play.google.com/store/apps/details?id=com.andropenoffice" class="govuk-link">AndrOpen Office</a></p> </li> <li> <p><a rel="external" href="https://play.google.com/store/apps/details?id=com.google.android.apps.docs.editors.docs" class="govuk-link">Google Docs</a></p> </li> <li> <p><a rel="external" href="https://play.google.com/store/apps/details?id=com.google.android.apps.docs.editors.sheets" class="govuk-link">Google Sheets</a></p> </li> <li> <p><a rel="external" href="https://play.google.com/store/apps/details?id=com.google.android.apps.docs.editors.slides" class="govuk-link">Google Slides</a></p> </li> <li> <p><a rel="external" href="https://play.google.com/store/apps/details?id=com.microsoft.office.word" class="govuk-link">Microsoft Word</a></p> </li> <li> <p><a rel="external" href="https://play.google.com/store/apps/details?id=com.microsoft.office.excel" class="govuk-link">Microsoft Excel</a></p> </li> <li> <p><a rel="external" href="https://play.google.com/store/apps/details?id=com.microsoft.office.powerpoint" class="govuk-link">Microsoft PowerPoint</a></p> </li> <li> <p><a rel="external" href="https://play.google.com/store/apps/details?id=com.mobisystems.office" class="govuk-link">Mobisystems OfficeSuite</a></p> </li> </ul> <h3 id="ios-operating-system">iOS operating system</h3> <p>The following ODF tools work on the iOS operating system:</p> <ul> <li> <p><a rel="external" href="https://itunes.apple.com/gb/app/microsoft-word/id586447913?mt=8" class="govuk-link">Microsoft Word</a></p> </li> <li> <p><a rel="external" href="https://itunes.apple.com/gb/app/microsoft-excel/id586683407?mt=8" class="govuk-link">Microsoft Excel</a></p> </li> <li> <p><a rel="external" href="https://itunes.apple.com/gb/app/microsoft-powerpoint/id586449534?mt=8" class="govuk-link">Microsoft PowerPoint</a></p> </li> <li> <p><a rel="external" href="https://itunes.apple.com/gb/app/google-docs/id842842640?mt=8" class="govuk-link">Google Docs</a></p> </li> <li> <p><a rel="external" href="https://itunes.apple.com/us/app/google-sheets/id842849113?mt=8" class="govuk-link">Google Sheets</a></p> </li> <li> <p><a rel="external" href="https://itunes.apple.com/gb/app/google-slides/id879478102?mt=8" class="govuk-link">Google Slides</a></p> </li> <li> <p><a rel="external" href="https://itunes.apple.com/us/app/officesuite-office-editor/id924005506?mt=8" class="govuk-link">OfficeSuite - Office Editor</a></p> </li> </ul> <h3 id="web-and-cloud-based-productivity-software">Web and cloud-based productivity software</h3> <p>The following ODF tools are web and cloud-based:</p> <ul> <li> <p><a rel="external" href="https://www.collaboraoffice.com/" class="govuk-link">Collabora Office</a></p> </li> <li> <p><a rel="external" href="https://ethercalc.org/" class="govuk-link">EtherCalc</a></p> </li> <li> <p><a rel="external" href="https://gsuite.google.com/" class="govuk-link">G Suite</a></p> </li> <li> <p><a rel="external" href="https://www.open-xchange.com/portfolio/ox-documents/" class="govuk-link">OX Documents</a></p> </li> <li> <p><a rel="external" href="https://github.com/kogmbh/Wodo.TextEditor_release" class="govuk-link">Wodo.TextEditor</a></p> </li> </ul> <h3 id="other-tools-add-ons-and-services">Other tools, add-ons and services</h3> <p>Other tools that support ODF 1.2 include:</p> <ul> <li> <p>web viewers, such as <a rel="external" href="http://viewerjs.org/" class="govuk-link">ViewerJS</a>, that let you make ODF documents accessible on your website</p> </li> <li> <p>metadata removal software, such as <a rel="external" href="http://www.digitalconfidence.com/DataDistiller-Metadata-Removal-Engine.html" class="govuk-link">Datadistiller</a> and <a rel="external" href="https://www.adarsus.com/en/metaclean.html" class="govuk-link">MetaClean</a></p> </li> <li> <p>the Google search engine that can run searches for other ODF file extensions such as OpenDocument Text (.odt) Sheet (.ods) or Presentation (.odp) and their content</p> </li> </ul> <h3 id="supplier-hosting-for-odf-services">Supplier hosting for ODF services</h3> <p>There are some ODF solutions available ‘as-a-remote-service’ only. These include:</p> <ul> <li> <p><a rel="external" href="https://www.google.co.uk/docs/about/" class="govuk-link">Google Docs</a></p> </li> <li> <p><a rel="external" href="https://products.office.com/en-US/office-online/" class="govuk-link">Microsoft Office Online</a></p> </li> <li> <p><a rel="external" href="https://www.zoho.com/docs/office-suite.html" class="govuk-link">Zoho Office</a></p> </li> </ul> <p>Suppliers can provide supported solutions or cloud providers can host the solutions. Consider security and privacy for the organisation and for external users.</p> <h2 id="buying-odf-compliant-solutions">Buying ODF-compliant solutions</h2> <p>Make sure your chosen solution complies with the ODF standard, whether it is proprietary or free open source. When you are buying an application, product or service that uses editable documents, make sure that you:</p> <ul> <li> <p>include ODF compliance in your tender statement</p> </li> <li> <p>specify ODF compliance in your technical requirements</p> </li> <li> <p>have an app, product or service that is compatible with the full document lifecycle from creating to archiving</p> </li> <li> <p>have an app, product or service that allows for cross-platform working</p> </li> <li> <p>have no dependencies on other file formats that would restrict how you use ODF</p> </li> </ul> <p>You should make sure view-only documents, such as PDF/A, follow <a href="https://www.gov.uk/government/publications/open-standards-for-government/viewing-government-documents" class="govuk-link">the open standards for viewing government documents</a>.</p> <p>The commercial function might not consider free software, with no service or support contracts, to be a procurement. <a href="https://www.gov.uk/guidance/public-sector-procurement-policy#procurement-policies-for-technology" class="govuk-link">Normal procurement rules might apply</a> if you need to add extra services or support to the licence.</p> <h3 id="choose-a-platform">Choose a platform</h3> <p>Your choice of integration platform depends on your users’ needs. You can choose from web-based or office applications. If you choose a web-based solution you will not need to install or update the software on your user devices. Also, the software is:</p> <ul> <li> <p>less complex</p> </li> <li> <p>available for use on devices other than desktops</p> </li> <li> <p>less prone to user error</p> </li> </ul> <p>You might prefer office applications if you need access to rich text editing, making charts or adding corporate branding. You can use dedicated software components to integrate these capabilities. For example:</p> <ul> <li> <p>APIs by <a rel="external" href="http://www.aspose.com/" class="govuk-link">Aspose</a></p> </li> <li> <p>desktop, server and server-side web applications</p> </li> </ul> <h2 id="migrating-to-odf-compliant-solutions">Migrating to ODF-compliant solutions</h2> <p>When moving to ODF, you should:</p> <ul> <li> <p>make an inventory of all your software applications and how you can integrate them with ODF</p> </li> <li> <p>check you can continue to share documents with people in other organisations</p> </li> <li> <p>make sure your users know about the move to ODF, its benefits and how to use your chosen ODF document software</p> </li> <li> <p>test your chosen software’s compliance with the ODF standard - one option is the <a rel="external" href="https://odfvalidator.org/" class="govuk-link">free online validator</a> sponsored by the <a rel="external" href="http://www.opendocsociety.org/" class="govuk-link">OpenDoc Society</a></p> </li> </ul> <h2 id="securing-your-odf-compliant-solution">Securing your ODF-compliant solution</h2> <p>Risks to document security include:</p> <ul> <li> <p>unauthorised interception of an emailed document</p> </li> <li> <p>unauthorised access to a document on a computer or network</p> </li> <li> <p>compromises to content integrity</p> </li> </ul> <p>You can minimise risks to your document’s security with an ODF by:</p> <ul> <li> <p>following <a rel="external" href="https://www.ncsc.gov.uk/guidance" class="govuk-link">National Cyber Security Centre (NCSC) guidance</a></p> </li> <li> <p>avoiding macros as they are often used in common cyber-attacks</p> </li> <li> <p>using macro alternatives such as security vetted add-ons or extensions and disabling the option to create new macros</p> </li> <li> <p>using document encryption and digital signatures to help restrict access to the document</p> </li> <li> <p>using protection locks to help stop accidental editing of content (only provides a low level of security)</p> </li> </ul> <h2 id="integrating-your-odf-compliant-solution">Integrating your ODF-compliant solution</h2> <p>Use enterprise tools to help integrate your ODF-compliant solution. You can use enterprise tools for:</p> <ul> <li> <p>pre-processing, for example creating a template letter using information from a case management system</p> </li> <li> <p>Post-processing, for example adding an electronic signature or annotating the document</p> </li> </ul> <h3 id="automate-tasks-and-processes">Automate tasks and processes</h3> <p>ODF can make it easier and cheaper to automate tasks and processes. You should avoid using macros as they can cause security and interoperability issues.</p> <p>ODF allows you to assemble documents and automate:</p> <ul> <li> <p>different stages in a process</p> </li> <li> <p>repetitive tasks</p> </li> <li> <p>reports or presentations from business data</p> </li> </ul> <h3 id="records-and-documents-management">Records and documents management</h3> <p>You should save and maintain databases as authoritative sources rather than document collections. You should keep these databases:</p> <ul> <li> <p>structured</p> </li> <li> <p>intact</p> </li> <li> <p>accessible</p> </li> <li> <p>automated</p> </li> </ul> <h3 id="use-metadata-to-record-a-documents-history">Use metadata to record a document’s history</h3> <p>Record changes to documents to provide quality assurance for your data. For ODF, you can use metadata to keep track of changes throughout the documents’ lifecycle.</p> <p>When attaching metadata you should:</p> <ul> <li> <p>specify the document template so updates are easier when you replace a template</p> </li> <li> <p>make it clear where automated software modifies parts of a document</p> </li> <li> <p>set the meta:generator tag, or other relevant meta-tags, to the version of the software you’re using</p> </li> <li> <p>set version control by default</p> </li> <li> <p>add a digital signature to a document if you need to maintain the integrity of the information</p> </li> <li> <p>place scripting or placeholder instructions in a logical place, such as inside user variables or script tags</p> </li> </ul> <h3 id="variable-data-printing">Variable data printing</h3> <p>Variable data printing involves printing large numbers of documents. To do variable data printing you will need to convert your ODF documents to <a rel="external" href="http://www.standards.podi.org/ppml/ppml-overview.html" class="govuk-link">PPML (Personalised Print Markup Language)</a>. PPML is a standard for high performance printing of large volumes of documents.</p> <h2 id="setting-up-your-odf-compliant-solution">Setting up your ODF-compliant solution</h2> <p>ODF may not be the default format when saving a document for the software you are using. You might have to use the ‘save as’, ‘download as’ or ‘export’ function when saving a document.</p> <h3 id="creating-odf-templates-and-styles">Creating ODF templates and styles</h3> <p>Organisations use many templates, most of which derive from a smaller set of root templates. When you need to change the root templates, you will also need to change the derivations.</p> <p>When creating new ODF templates make sure that:</p> <ul> <li> <p>they have no technical issues</p> </li> <li> <p>they work with the most common applications</p> </li> <li> <p>you adopt a proper naming and versioning scheme for your templates</p> </li> <li> <p>you include common fonts and sizes in the template</p> </li> <li> <p>you embed all the fonts that might not be available on every platform</p> </li> <li> <p>the templates are suitable for users of assistive technology</p> </li> <li> <p>use a validator to make sure template documents conform to the ODF specification</p> </li> </ul> <p>If you have to convert legacy templates you should:</p> <ul> <li> <p>check every step in the process</p> </li> <li> <p>make sure the manifest is complete</p> </li> <li> <p>make sure you define all reference styles</p> </li> </ul> <p>ODF template documents have the following file extensions:</p> <ul> <li> <p>.ott (texts)</p> </li> <li> <p>.ots (spreadsheets)</p> </li> <li> <p>.otp (presentations)</p> </li> <li> <p>.otf (formulas)</p> </li> <li> <p>.otg (graphics)</p> </li> <li> <p>.otc (charts)</p> </li> <li> <p>.oti (images)</p> </li> <li> <p>.oth (HTML output)</p> </li> </ul> <p>Styles are formatting properties you can apply to all, or a part of, specific document elements. Use styles to specify formats such as typeface, font size margins, backgrounds and specific languages.</p> <p>Do not manually change the font type, font colour, background or letter spacing in template or document generation software. You must use styles and headings to prevent assistive technology, search engines and PDF generators losing information.</p> <p>Create and apply styles to documents so you can:</p> <ul> <li> <p>maintain a consistent corporate identity in documents</p> </li> <li> <p>maintain a document’s structure</p> </li> <li> <p>create documents that are accessible to people using assistive technology</p> </li> <li> <p>automate the process of converting documents to other types of content, for example, audio content</p> </li> <li> <p>help people focus on creating good content rather than managing style and formatting</p> </li> </ul> <h3 id="make-sure-your-extensions-plugins-and-custom-solutions-meet-the-odf-standard">Make sure your extensions, plugins and custom solutions meet the ODF standard</h3> <p>You can use extensions, plugins or add-ons to increase the functions of your chosen office productivity tools. You should be aware of any impact these additions have on how software conforms to the ODF standard. There are 2 classes of conforming documents:</p> <ul> <li> <p>conforming documents</p> </li> <li> <p>extended conforming documents</p> </li> </ul> <p>You should produce conforming documents where possible. Using extended conforming documents may cause interoperability problems and make documents more complex.</p> <p>If you’re responsible for developing an extension, plugin or add-on, consider using <a rel="external" href="http://opendocumentformat.org/developers/" class="govuk-link">existing libraries that work with ODF</a>.</p> <h3 id="image-or-graphic-plugins">Image or graphic plugins</h3> <p>Your image or graphic plugins must always use the universal mechanism for inserting a <a rel="external" href="http://docs.oasis-open.org/office/v1.2/os/OpenDocument-v1.2-os-part1.html#element-draw_image" class="govuk-link">draw area within the document</a>. This will make sure that the content is viewable by any application that conforms with the ODF standard.</p> <p>You should provide:</p> <ul> <li> <p>a vector version (using the web standard SVG) for sharp images and accessibility</p> </li> <li> <p>a bitmap version (using the web standard PNG) as baseline</p> </li> <li> <p>your custom file format (encoded as base64)</p> </li> </ul> <p>Make sure <a href="https://www.gov.uk/guidance/how-to-publish-on-gov-uk/images-and-videos" class="govuk-link">images are accessible</a> by adding information such as a summary description. If the plugin has a user interface, make sure that is accessible as well.</p> <p>If you use a commercial plugin, ask your supplier to make sure it’s accessible. If you use an open source plugin without full accessibility features, contribute any that you develop or commission back to the project.</p> <h3 id="odf-spreadsheets-and-formulas">ODF spreadsheets and formulas</h3> <p>ODF 1.2 includes <a rel="external" href="https://www.oasis-open.org/committees/download.php/16826/openformula-spec-20060221.html" class="govuk-link">OpenFormula</a>, a standardised set of formulas that are usually in every compliant application.</p> <p>You can install OpenFormula at 4 different levels:</p> <ul> <li> <p>minimum - provides the minimal capabilities of regular spreadsheet functions</p> </li> <li> <p>minimum desktop - provides the minimal capabilities expected from typical desktop spreadsheets.</p> </li> <li> <p>basic - provides all the capabilities necessary for typical desktop spreadsheet use</p> </li> <li> <p>full - provides the basic level plus features for advanced users</p> </li> </ul> <p>The most common levels are ‘minimum’ and ‘minimum desktop’. These provide all the functionality most users need.</p> <p>‘Basic’ and ‘full’ implementations allow some backwards compliance with older application-specific issues. It’s better to convert the formulas in your spreadsheets so they do not depend on backward compliance features.</p> <p>Problems converting to ODF 1.2 usually occur when you do not map historical product features. You may also lose some functions when you convert from Microsoft Excel to ODF. Microsoft provides a <a rel="external" href="https://support.office.com/en-us/article/differences-between-the-opendocument-spreadsheet-ods-format-and-the-excel-for-windows-xlsx-format-3db958c8-e0ac-49a5-9965-2c2f8afbd960" class="govuk-link">list of the differences between ODF and Excel</a>.</p> <p>If you experience problems converting you can:</p> <ul> <li> <p>test a more recent software version to see if the issue no longer exists</p> </li> <li> <p>check if there are plugins or add-ins that might solve the problem</p> </li> <li> <p>ask your supplier why it does not work and ask when they will restore the function</p> </li> <li> <p>consider getting support to improve the product or build a plugin or add-on</p> </li> <li> <p>select a different desktop publishing tool that does meet your needs</p> </li> </ul> <h2 id="support-and-training-for-odf-users">Support and training for ODF users</h2> <p>There are 3 main user groups for ODF, each with different needs for support and training:</p> <ul> <li> <p>users of office productivity tools</p> </li> <li> <p>technology teams who need to migrate from tools based on proprietary formats</p> </li> <li> <p>developers who are integrating or extending software based on ODF</p> </li> </ul> <p>ODF compatible tools are like most office applications so you are unlikely to need to provide extensive training.</p> <p>If you’re going to upgrade or replace your tools, check how much your users know about the new tools with user research. When you know how much training your users need you can provide:</p> <ul> <li> <p>online, self-supported study</p> </li> <li> <p>using material from commercial publishers</p> </li> <li> <p>using open content you can customise, rewrite and republish</p> </li> <li> <p>support from super users - a network of experts</p> </li> <li> <p>training provided by a third party</p> </li> </ul> <p>Some suppliers provide open source ODF solutions with support and training. You can choose to employ your own developers or trainers for long-term development or training needs.</p> <p>When developing a solution using open source for the first time you can:</p> <ul> <li> <p>ask peers for advice and guidance</p> </li> <li> <p>search for advanced users who can help</p> </li> <li> <p>join up with other organisations to combine funding and share expertise</p> </li> <li> <p>ask community experts for advice</p> </li> <li> <p>speak to <a rel="external" href="https://openuk.uk/" class="govuk-link">OpenUK</a> for help finding specialist ODF trainers</p> </li> <li> <p>refer to <a rel="external" href="http://www.openforumeurope.org/" class="govuk-link">Openforum Europe</a> who maintains an open source library</p> </li> <li> <p>contact the OpenDoc Society who offers tools such as <a rel="external" href="http://www.officeshots.org/" class="govuk-link">Officeshots</a> and organises the <a rel="external" href="http://plugfest.opendocumentformat.org/" class="govuk-link">ODF Plugfest events</a></p> </li> </ul> <h2 id="get-involved-in-the-development-of-the-standard">Get involved in the development of the standard</h2> <p>If you’d like to make a suggestion or ask a question about the ODF standard you can:</p> <ul> <li> <p>contact members of, or join, the <a rel="external" href="https://www.oasis-open.org/committees/tc_home.php?wg_abbrev=office" class="govuk-link">OASIS ODF Technical Committee</a></p> </li> <li> <p>Use the public <a rel="external" href="https://www.oasis-open.org/contact/?path=/index.php" class="govuk-link">OASIS contact form</a></p> </li> <li> <p>contact your national representative on the <a rel="external" href="https://www.iso.org/committee/45374.html" class="govuk-link">international standards board (ISO/IEC JTC1 SC34)</a></p> </li> </ul> </div> </div> <h2 class="govuk-visually-hidden">Updates to this page</h2> <div class="app-c-published-dates govuk-!-margin-bottom-5" lang="en"> Published 18 December 2018 </div> <div 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src="/assets/static/application-8b506a2d97561cfc27d896eb0ff908d7687d034da7eaee59dd291c6c00bf5595.js" type="module"></script> <script src="/assets/government-frontend/application-01a60bd9634d5b54b3f79c12cb1b2d95f8b00bbd24b9b2cf897066f58f75f432.js" type="module"></script><script type="application/ld+json"> { "@context": "http://schema.org", "@type": "FAQPage", "mainEntityOfPage": { "@type": "WebPage", "@id": "https://www.gov.uk/guidance/using-open-document-formats-odf-in-your-organisation" }, "name": "Using Open Document Formats (ODF) in your organisation", "datePublished": "2018-12-18T14:18:00+00:00", "dateModified": "2018-12-18T14:18:00+00:00", "text": "This guidance is an introduction to the Open Document Format (ODF) standard and how you can select ODF-compliant solutions.", "publisher": { "@type": "Organization", "name": "GOV.UK", "url": "https://www.gov.uk", "logo": { "@type": "ImageObject", "url": "https://www.gov.uk/assets/government-frontend/govuk_publishing_components/govuk-logo-b15a4d254746d1642b8187217576d1e8fe50b51352d352fda13eee55d3c1c80a.png" } }, "image": [ "https://www.gov.uk/assets/government-frontend/govuk_publishing_components/govuk-schema-placeholder-1x1-c3d38c0d4fc00005df38a71e1db7097276681d6917bca58f0dc8336a252e1bb3.png", "https://www.gov.uk/assets/government-frontend/govuk_publishing_components/govuk-schema-placeholder-4x3-edc38c137a14ecfc3fc83f404090e20dab806dad345c96a1df6a163ee2d1e3aa.png", "https://www.gov.uk/assets/government-frontend/govuk_publishing_components/govuk-schema-placeholder-16x9-5dc2d0ea1eb72cd94e66db210ef41b22ce364e7ed09d63a3acc28fda09e27864.png" ], "author": { "@type": "Organization", "name": "Central Digital and Data Office", "url": "https://www.gov.uk/government/organisations/central-digital-and-data-office" }, "mainEntity": [ { "@type": "Question", "name": "Using Open Document Formats (ODF) in your organisation", "url": "https://www.gov.uk/guidance/using-open-document-formats-odf-in-your-organisation", "acceptedAnswer": { "@type": "Answer", "url": "https://www.gov.uk/guidance/using-open-document-formats-odf-in-your-organisation", "text": "\u003cdiv class=\"govspeak\"\u003e\n\u003cp\u003eThe ODF standard works on most operating systems for desktops, laptops, mobile phones and tablets. The \u003ca href=\"https://www.gov.uk/government/groups/open-standards-board\" class=\"govuk-link\"\u003eOpen Standards Board\u003c/a\u003e has selected the \u003ca href=\"https://www.gov.uk/government/publications/open-standards-for-government/sharing-or-collaborating-with-government-documents\" class=\"govuk-link\"\u003eODF 1.2\u003c/a\u003e standard for use across government. The government chose ODF 1.2 because it:\u003c/p\u003e\n\n\u003cul\u003e\n \u003cli\u003e\n \u003cp\u003eis an open standard that allows suppliers to create interoperable office productivity solutions\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003eallows stricter security checks to help prevent common cyber-attack scenarios\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003ecan lower IT costs as ODF is either low cost or free to use\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003eallows the government and citizens, businesses and other organisations to share documents\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003eallows government staff to share and edit documents\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003eis compatible with a wide range of software including assistive technology\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003ecan add \u003ca rel=\"external\" href=\"http://docs.oasis-open.org/office/v1.2/os/OpenDocument-v1.2-os-part1.html#__RefHeading__1415062_253892949\" class=\"govuk-link\"\u003edigital signatures\u003c/a\u003e to a document\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003ehas a powerful generic \u003ca rel=\"external\" href=\"http://docs.oasis-open.org/office/v1.2/os/OpenDocument-v1.2-os-part1.html#__RefHeading__1415064_253892949\" class=\"govuk-link\"\u003emetadata\u003c/a\u003e system\u003c/p\u003e\n \u003c/li\u003e\n\u003c/ul\u003e\n\n\u003ch2 id=\"selecting-your-odf-compliant-solution\"\u003eSelecting your ODF-compliant solution\u003c/h2\u003e\n\n\u003cp\u003eConsider user needs when selecting your ODF-compliant solution. You should:\u003c/p\u003e\n\n\u003cul\u003e\n \u003cli\u003e\n \u003cp\u003euse the \u003ca href=\"https://www.gov.uk/service-manual/user-research\" class=\"govuk-link\"\u003euser research guidance in the ‘Service manual’\u003c/a\u003e\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003eplan your user research so you have enough time and the right participants\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003euse a variety of research techniques\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003econsider which ODF solution will help simplify your business processes\u003c/p\u003e\n \u003c/li\u003e\n\u003c/ul\u003e\n\n\u003cp\u003eYour chosen ODF solution must also be accessible. Follow the \u003ca rel=\"external\" href=\"http://mandate376.standards.eu/standard\" class=\"govuk-link\"\u003estandard EN 301 549\u003c/a\u003e when buying accessible products and services.\u003c/p\u003e\n\n\u003cp\u003eYou can find more information about accessibility practices in the \u003ca href=\"https://www.gov.uk/service-manual/helping-people-to-use-your-service\" class=\"govuk-link\"\u003eservice manual\u003c/a\u003e or from the \u003ca rel=\"external\" href=\"https://www.w3.org/WAI/\" class=\"govuk-link\"\u003eWorld Wide Web Consortium\u003c/a\u003e (W3C).\u003c/p\u003e\n\n\u003ch2 id=\"odf-compatible-software\"\u003eODF compatible software\u003c/h2\u003e\n\n\u003cp\u003eThere are several software tools compatible with the ODF standard. This is not a full list of ODF-compatible software tools and there are other options available.\u003c/p\u003e\n\n\u003ch3 id=\"mac-operating-system\"\u003eMac operating system\u003c/h3\u003e\n\n\u003cp\u003eThe following ODF tools work on the Mac operating system:\u003c/p\u003e\n\n\u003cul\u003e\n \u003cli\u003e\n \u003cp\u003e\u003ca rel=\"external\" href=\"https://www.libreoffice.org/\" class=\"govuk-link\"\u003eLibreOffice\u003c/a\u003e - This application is available with a Welsh user interface and a Welsh dictionary to allow spell-checking when working in the language. Mae rhyngwyneb Cymraeg ar gael ar gyfer y cymhwysiad hwn yn ogystal â geiriadur Cymraeg er mwyn i chi allu gwirio’r sillafu wrth weithio yn yr iaith.\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003e\u003ca rel=\"external\" href=\"https://www.collaboraoffice.com/\" class=\"govuk-link\"\u003eCollabora Office\u003c/a\u003e\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003e\u003ca rel=\"external\" href=\"https://www.collaboraoffice.com/collabora-online/\" class=\"govuk-link\"\u003eCollabora Online\u003c/a\u003e\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003e\u003ca rel=\"external\" href=\"https://products.office.com/en-ie/mac\" class=\"govuk-link\"\u003eMicrosoft Office for Mac\u003c/a\u003e\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003e\u003ca rel=\"external\" href=\"https://support.office.com/en-us/article/why-does-the-microsoft-online-service-need-to-convert-some-office-files-ef8ff042-c40c-4d9f-9d11-0d21f88e4179?ui=en-US\u0026amp;rs=en-US\u0026amp;ad=US\" class=\"govuk-link\"\u003eMicrosoft online service\u003c/a\u003e\u003c/p\u003e\n \u003c/li\u003e\n\u003c/ul\u003e\n\n\u003ch3 id=\"windows-operating-system\"\u003eWindows operating system\u003c/h3\u003e\n\n\u003cp\u003eThe following ODF tools work on the Windows operating system:\u003c/p\u003e\n\n\u003cul\u003e\n \u003cli\u003e\n \u003cp\u003e\u003ca rel=\"external\" href=\"https://www.libreoffice.org/\" class=\"govuk-link\"\u003eLibreOffice\u003c/a\u003e - This application is available with a Welsh user interface and a Welsh dictionary to allow spell-checking when working in the language. Mae rhyngwyneb Cymraeg ar gael ar gyfer y cymhwysiad hwn yn ogystal â geiriadur Cymraeg er mwyn i chi allu gwirio’r sillafu wrth weithio yn yr iaith.\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003e\u003ca rel=\"external\" href=\"https://www.collaboraoffice.com/\" class=\"govuk-link\"\u003eCollabora Office\u003c/a\u003e\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003e\u003ca rel=\"external\" href=\"https://www.collaboraoffice.com/collabora-online/\" class=\"govuk-link\"\u003eCollabora Online\u003c/a\u003e\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003e\u003ca rel=\"external\" href=\"https://products.office.com/en-IE/compare-all-microsoft-office-products?activetab=tab%3Abusiness\u0026amp;icid=TopNavSoftwareOffice\u0026amp;tab=1\" class=\"govuk-link\"\u003eMicrosoft Office\u003c/a\u003e - This application is available with a Welsh user interface and a Welsh dictionary to allow spell-checking when working in the language. Mae rhyngwyneb Cymraeg ar gael ar gyfer y cymhwysiad hwn yn ogystal â geiriadur Cymraeg er mwyn i chi allu gwirio’r sillafu wrth weithio yn yr iaith.\u003c/p\u003e\n \u003c/li\u003e\n\u003c/ul\u003e\n\n\u003ch3 id=\"linux-operating-system\"\u003eLinux operating system\u003c/h3\u003e\n\n\u003cp\u003eThe following ODF tools work on the Linux operating system:\u003c/p\u003e\n\n\u003cul\u003e\n \u003cli\u003e\n \u003cp\u003e\u003ca rel=\"external\" href=\"https://www.abisource.com/\" class=\"govuk-link\"\u003eAbiWord\u003c/a\u003e\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003e\u003ca rel=\"external\" href=\"http://www.gnumeric.org/\" class=\"govuk-link\"\u003eGnumeric\u003c/a\u003e\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003e\u003ca rel=\"external\" href=\"https://www.libreoffice.org/\" class=\"govuk-link\"\u003eLibreOffice\u003c/a\u003e - This application is available with a Welsh user interface and a Welsh dictionary to allow spell-checking when working in the language. Mae rhyngwyneb Cymraeg ar gael ar gyfer y cymhwysiad hwn yn ogystal â geiriadur Cymraeg er mwyn i chi allu gwirio’r sillafu wrth weithio yn yr iaith.\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003e\u003ca rel=\"external\" href=\"https://www.collaboraoffice.com/\" class=\"govuk-link\"\u003eCollabora Office\u003c/a\u003e\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003e\u003ca rel=\"external\" href=\"https://www.collaboraoffice.com/collabora-online/\" class=\"govuk-link\"\u003eCollabora Online\u003c/a\u003e\u003c/p\u003e\n \u003c/li\u003e\n\u003c/ul\u003e\n\n\u003ch3 id=\"android-operating-system\"\u003eAndroid operating system\u003c/h3\u003e\n\n\u003cp\u003eThe following ODF tools work on the Android operating system:\u003c/p\u003e\n\n\u003cul\u003e\n \u003cli\u003e\n \u003cp\u003e\u003ca rel=\"external\" href=\"https://play.google.com/store/apps/details?id=com.andropenoffice\" class=\"govuk-link\"\u003eAndrOpen Office\u003c/a\u003e\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003e\u003ca rel=\"external\" href=\"https://play.google.com/store/apps/details?id=com.google.android.apps.docs.editors.docs\" class=\"govuk-link\"\u003eGoogle Docs\u003c/a\u003e\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003e\u003ca rel=\"external\" href=\"https://play.google.com/store/apps/details?id=com.google.android.apps.docs.editors.sheets\" class=\"govuk-link\"\u003eGoogle Sheets\u003c/a\u003e\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003e\u003ca rel=\"external\" href=\"https://play.google.com/store/apps/details?id=com.google.android.apps.docs.editors.slides\" class=\"govuk-link\"\u003eGoogle Slides\u003c/a\u003e\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003e\u003ca rel=\"external\" href=\"https://play.google.com/store/apps/details?id=com.microsoft.office.word\" class=\"govuk-link\"\u003eMicrosoft Word\u003c/a\u003e\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003e\u003ca rel=\"external\" href=\"https://play.google.com/store/apps/details?id=com.microsoft.office.excel\" class=\"govuk-link\"\u003eMicrosoft Excel\u003c/a\u003e\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003e\u003ca rel=\"external\" href=\"https://play.google.com/store/apps/details?id=com.microsoft.office.powerpoint\" class=\"govuk-link\"\u003eMicrosoft PowerPoint\u003c/a\u003e\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003e\u003ca rel=\"external\" href=\"https://play.google.com/store/apps/details?id=com.mobisystems.office\" class=\"govuk-link\"\u003eMobisystems OfficeSuite\u003c/a\u003e\u003c/p\u003e\n \u003c/li\u003e\n\u003c/ul\u003e\n\n\u003ch3 id=\"ios-operating-system\"\u003eiOS operating system\u003c/h3\u003e\n\n\u003cp\u003eThe following ODF tools work on the iOS operating system:\u003c/p\u003e\n\n\u003cul\u003e\n \u003cli\u003e\n \u003cp\u003e\u003ca rel=\"external\" href=\"https://itunes.apple.com/gb/app/microsoft-word/id586447913?mt=8\" class=\"govuk-link\"\u003eMicrosoft Word\u003c/a\u003e\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003e\u003ca rel=\"external\" href=\"https://itunes.apple.com/gb/app/microsoft-excel/id586683407?mt=8\" class=\"govuk-link\"\u003eMicrosoft Excel\u003c/a\u003e\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003e\u003ca rel=\"external\" href=\"https://itunes.apple.com/gb/app/microsoft-powerpoint/id586449534?mt=8\" class=\"govuk-link\"\u003eMicrosoft PowerPoint\u003c/a\u003e\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003e\u003ca rel=\"external\" href=\"https://itunes.apple.com/gb/app/google-docs/id842842640?mt=8\" class=\"govuk-link\"\u003eGoogle Docs\u003c/a\u003e\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003e\u003ca rel=\"external\" href=\"https://itunes.apple.com/us/app/google-sheets/id842849113?mt=8\" class=\"govuk-link\"\u003eGoogle Sheets\u003c/a\u003e\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003e\u003ca rel=\"external\" href=\"https://itunes.apple.com/gb/app/google-slides/id879478102?mt=8\" class=\"govuk-link\"\u003eGoogle Slides\u003c/a\u003e\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003e\u003ca rel=\"external\" href=\"https://itunes.apple.com/us/app/officesuite-office-editor/id924005506?mt=8\" class=\"govuk-link\"\u003eOfficeSuite - Office Editor\u003c/a\u003e\u003c/p\u003e\n \u003c/li\u003e\n\u003c/ul\u003e\n\n\u003ch3 id=\"web-and-cloud-based-productivity-software\"\u003eWeb and cloud-based productivity software\u003c/h3\u003e\n\n\u003cp\u003eThe following ODF tools are web and cloud-based:\u003c/p\u003e\n\n\u003cul\u003e\n \u003cli\u003e\n \u003cp\u003e\u003ca rel=\"external\" href=\"https://www.collaboraoffice.com/\" class=\"govuk-link\"\u003eCollabora Office\u003c/a\u003e\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003e\u003ca rel=\"external\" href=\"https://ethercalc.org/\" class=\"govuk-link\"\u003eEtherCalc\u003c/a\u003e\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003e\u003ca rel=\"external\" href=\"https://gsuite.google.com/\" class=\"govuk-link\"\u003eG Suite\u003c/a\u003e\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003e\u003ca rel=\"external\" href=\"https://www.open-xchange.com/portfolio/ox-documents/\" class=\"govuk-link\"\u003eOX Documents\u003c/a\u003e\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003e\u003ca rel=\"external\" href=\"https://github.com/kogmbh/Wodo.TextEditor_release\" class=\"govuk-link\"\u003eWodo.TextEditor\u003c/a\u003e\u003c/p\u003e\n \u003c/li\u003e\n\u003c/ul\u003e\n\n\u003ch3 id=\"other-tools-add-ons-and-services\"\u003eOther tools, add-ons and services\u003c/h3\u003e\n\n\u003cp\u003eOther tools that support ODF 1.2 include:\u003c/p\u003e\n\n\u003cul\u003e\n \u003cli\u003e\n \u003cp\u003eweb viewers, such as \u003ca rel=\"external\" href=\"http://viewerjs.org/\" class=\"govuk-link\"\u003eViewerJS\u003c/a\u003e, that let you make ODF documents accessible on your website\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003emetadata removal software, such as \u003ca rel=\"external\" href=\"http://www.digitalconfidence.com/DataDistiller-Metadata-Removal-Engine.html\" class=\"govuk-link\"\u003eDatadistiller\u003c/a\u003e and \u003ca rel=\"external\" href=\"https://www.adarsus.com/en/metaclean.html\" class=\"govuk-link\"\u003eMetaClean\u003c/a\u003e\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003ethe Google search engine that can run searches for other ODF file extensions such as OpenDocument Text (.odt) Sheet (.ods) or Presentation (.odp) and their content\u003c/p\u003e\n \u003c/li\u003e\n\u003c/ul\u003e\n\n\u003ch3 id=\"supplier-hosting-for-odf-services\"\u003eSupplier hosting for ODF services\u003c/h3\u003e\n\n\u003cp\u003eThere are some ODF solutions available ‘as-a-remote-service’ only. These include:\u003c/p\u003e\n\n\u003cul\u003e\n \u003cli\u003e\n \u003cp\u003e\u003ca rel=\"external\" href=\"https://www.google.co.uk/docs/about/\" class=\"govuk-link\"\u003eGoogle Docs\u003c/a\u003e\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003e\u003ca rel=\"external\" href=\"https://products.office.com/en-US/office-online/\" class=\"govuk-link\"\u003eMicrosoft Office Online\u003c/a\u003e\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003e\u003ca rel=\"external\" href=\"https://www.zoho.com/docs/office-suite.html\" class=\"govuk-link\"\u003eZoho Office\u003c/a\u003e\u003c/p\u003e\n \u003c/li\u003e\n\u003c/ul\u003e\n\n\u003cp\u003eSuppliers can provide supported solutions or cloud providers can host the solutions. Consider security and privacy for the organisation and for external users.\u003c/p\u003e\n\n\u003ch2 id=\"buying-odf-compliant-solutions\"\u003eBuying ODF-compliant solutions\u003c/h2\u003e\n\n\u003cp\u003eMake sure your chosen solution complies with the ODF standard, whether it is proprietary or free open source. When you are buying an application, product or service that uses editable documents, make sure that you:\u003c/p\u003e\n\n\u003cul\u003e\n \u003cli\u003e\n \u003cp\u003einclude ODF compliance in your tender statement\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003especify ODF compliance in your technical requirements\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003ehave an app, product or service that is compatible with the full document lifecycle from creating to archiving\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003ehave an app, product or service that allows for cross-platform working\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003ehave no dependencies on other file formats that would restrict how you use ODF\u003c/p\u003e\n \u003c/li\u003e\n\u003c/ul\u003e\n\n\u003cp\u003eYou should make sure view-only documents, such as PDF/A, follow \u003ca href=\"https://www.gov.uk/government/publications/open-standards-for-government/viewing-government-documents\" class=\"govuk-link\"\u003ethe open standards for viewing government documents\u003c/a\u003e.\u003c/p\u003e\n\n\u003cp\u003eThe commercial function might not consider free software, with no service or support contracts, to be a procurement. \u003ca href=\"https://www.gov.uk/guidance/public-sector-procurement-policy#procurement-policies-for-technology\" class=\"govuk-link\"\u003eNormal procurement rules might apply\u003c/a\u003e if you need to add extra services or support to the licence.\u003c/p\u003e\n\n\u003ch3 id=\"choose-a-platform\"\u003eChoose a platform\u003c/h3\u003e\n\n\u003cp\u003eYour choice of integration platform depends on your users’ needs. You can choose from web-based or office applications. If you choose a web-based solution you will not need to install or update the software on your user devices. Also, the software is:\u003c/p\u003e\n\n\u003cul\u003e\n \u003cli\u003e\n \u003cp\u003eless complex\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003eavailable for use on devices other than desktops\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003eless prone to user error\u003c/p\u003e\n \u003c/li\u003e\n\u003c/ul\u003e\n\n\u003cp\u003eYou might prefer office applications if you need access to rich text editing, making charts or adding corporate branding. You can use dedicated software components to integrate these capabilities. For example:\u003c/p\u003e\n\n\u003cul\u003e\n \u003cli\u003e\n \u003cp\u003eAPIs by \u003ca rel=\"external\" href=\"http://www.aspose.com/\" class=\"govuk-link\"\u003eAspose\u003c/a\u003e\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003edesktop, server and server-side web applications\u003c/p\u003e\n \u003c/li\u003e\n\u003c/ul\u003e\n\n\u003ch2 id=\"migrating-to-odf-compliant-solutions\"\u003eMigrating to ODF-compliant solutions\u003c/h2\u003e\n\n\u003cp\u003eWhen moving to ODF, you should:\u003c/p\u003e\n\n\u003cul\u003e\n \u003cli\u003e\n \u003cp\u003emake an inventory of all your software applications and how you can integrate them with ODF\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003echeck you can continue to share documents with people in other organisations\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003emake sure your users know about the move to ODF, its benefits and how to use your chosen ODF document software\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003etest your chosen software’s compliance with the ODF standard - one option is the \u003ca rel=\"external\" href=\"https://odfvalidator.org/\" class=\"govuk-link\"\u003efree online validator\u003c/a\u003e sponsored by the \u003ca rel=\"external\" href=\"http://www.opendocsociety.org/\" class=\"govuk-link\"\u003eOpenDoc Society\u003c/a\u003e\u003c/p\u003e\n \u003c/li\u003e\n\u003c/ul\u003e\n\n\u003ch2 id=\"securing-your-odf-compliant-solution\"\u003eSecuring your ODF-compliant solution\u003c/h2\u003e\n\n\u003cp\u003eRisks to document security include:\u003c/p\u003e\n\n\u003cul\u003e\n \u003cli\u003e\n \u003cp\u003eunauthorised interception of an emailed document\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003eunauthorised access to a document on a computer or network\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003ecompromises to content integrity\u003c/p\u003e\n \u003c/li\u003e\n\u003c/ul\u003e\n\n\u003cp\u003eYou can minimise risks to your document’s security with an ODF by:\u003c/p\u003e\n\n\u003cul\u003e\n \u003cli\u003e\n \u003cp\u003efollowing \u003ca rel=\"external\" href=\"https://www.ncsc.gov.uk/guidance\" class=\"govuk-link\"\u003eNational Cyber Security Centre (NCSC) guidance\u003c/a\u003e\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003eavoiding macros as they are often used in common cyber-attacks\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003eusing macro alternatives such as security vetted add-ons or extensions and disabling the option to create new macros\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003eusing document encryption and digital signatures to help restrict access to the document\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003eusing protection locks to help stop accidental editing of content (only provides a low level of security)\u003c/p\u003e\n \u003c/li\u003e\n\u003c/ul\u003e\n\n\u003ch2 id=\"integrating-your-odf-compliant-solution\"\u003eIntegrating your ODF-compliant solution\u003c/h2\u003e\n\n\u003cp\u003eUse enterprise tools to help integrate your ODF-compliant solution. You can use enterprise tools for:\u003c/p\u003e\n\n\u003cul\u003e\n \u003cli\u003e\n \u003cp\u003epre-processing, for example creating a template letter using information from a case management system\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003ePost-processing, for example adding an electronic signature or annotating the document\u003c/p\u003e\n \u003c/li\u003e\n\u003c/ul\u003e\n\n\u003ch3 id=\"automate-tasks-and-processes\"\u003eAutomate tasks and processes\u003c/h3\u003e\n\n\u003cp\u003eODF can make it easier and cheaper to automate tasks and processes. You should avoid using macros as they can cause security and interoperability issues.\u003c/p\u003e\n\n\u003cp\u003eODF allows you to assemble documents and automate:\u003c/p\u003e\n\n\u003cul\u003e\n \u003cli\u003e\n \u003cp\u003edifferent stages in a process\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003erepetitive tasks\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003ereports or presentations from business data\u003c/p\u003e\n \u003c/li\u003e\n\u003c/ul\u003e\n\n\u003ch3 id=\"records-and-documents-management\"\u003eRecords and documents management\u003c/h3\u003e\n\n\u003cp\u003eYou should save and maintain databases as authoritative sources rather than document collections. You should keep these databases:\u003c/p\u003e\n\n\u003cul\u003e\n \u003cli\u003e\n \u003cp\u003estructured\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003eintact\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003eaccessible\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003eautomated\u003c/p\u003e\n \u003c/li\u003e\n\u003c/ul\u003e\n\n\u003ch3 id=\"use-metadata-to-record-a-documents-history\"\u003eUse metadata to record a document’s history\u003c/h3\u003e\n\n\u003cp\u003eRecord changes to documents to provide quality assurance for your data. For ODF, you can use metadata to keep track of changes throughout the documents’ lifecycle.\u003c/p\u003e\n\n\u003cp\u003eWhen attaching metadata you should:\u003c/p\u003e\n\n\u003cul\u003e\n \u003cli\u003e\n \u003cp\u003especify the document template so updates are easier when you replace a template\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003emake it clear where automated software modifies parts of a document\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003eset the meta:generator tag, or other relevant meta-tags, to the version of the software you’re using\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003eset version control by default\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003eadd a digital signature to a document if you need to maintain the integrity of the information\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003eplace scripting or placeholder instructions in a logical place, such as inside user variables or script tags\u003c/p\u003e\n \u003c/li\u003e\n\u003c/ul\u003e\n\n\u003ch3 id=\"variable-data-printing\"\u003eVariable data printing\u003c/h3\u003e\n\n\u003cp\u003eVariable data printing involves printing large numbers of documents. To do variable data printing you will need to convert your ODF documents to \u003ca rel=\"external\" href=\"http://www.standards.podi.org/ppml/ppml-overview.html\" class=\"govuk-link\"\u003ePPML (Personalised Print Markup Language)\u003c/a\u003e. PPML is a standard for high performance printing of large volumes of documents.\u003c/p\u003e\n\n\u003ch2 id=\"setting-up-your-odf-compliant-solution\"\u003eSetting up your ODF-compliant solution\u003c/h2\u003e\n\n\u003cp\u003eODF may not be the default format when saving a document for the software you are using. You might have to use the ‘save as’, ‘download as’ or ‘export’ function when saving a document.\u003c/p\u003e\n\n\u003ch3 id=\"creating-odf-templates-and-styles\"\u003eCreating ODF templates and styles\u003c/h3\u003e\n\n\u003cp\u003eOrganisations use many templates, most of which derive from a smaller set of root templates. When you need to change the root templates, you will also need to change the derivations.\u003c/p\u003e\n\n\u003cp\u003eWhen creating new ODF templates make sure that:\u003c/p\u003e\n\n\u003cul\u003e\n \u003cli\u003e\n \u003cp\u003ethey have no technical issues\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003ethey work with the most common applications\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003eyou adopt a proper naming and versioning scheme for your templates\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003eyou include common fonts and sizes in the template\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003eyou embed all the fonts that might not be available on every platform\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003ethe templates are suitable for users of assistive technology\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003euse a validator to make sure template documents conform to the ODF specification\u003c/p\u003e\n \u003c/li\u003e\n\u003c/ul\u003e\n\n\u003cp\u003eIf you have to convert legacy templates you should:\u003c/p\u003e\n\n\u003cul\u003e\n \u003cli\u003e\n \u003cp\u003echeck every step in the process\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003emake sure the manifest is complete\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003emake sure you define all reference styles\u003c/p\u003e\n \u003c/li\u003e\n\u003c/ul\u003e\n\n\u003cp\u003eODF template documents have the following file extensions:\u003c/p\u003e\n\n\u003cul\u003e\n \u003cli\u003e\n \u003cp\u003e.ott (texts)\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003e.ots (spreadsheets)\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003e.otp (presentations)\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003e.otf (formulas)\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003e.otg (graphics)\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003e.otc (charts)\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003e.oti (images)\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003e.oth (HTML output)\u003c/p\u003e\n \u003c/li\u003e\n\u003c/ul\u003e\n\n\u003cp\u003eStyles are formatting properties you can apply to all, or a part of, specific document elements. Use styles to specify formats such as typeface, font size margins, backgrounds and specific languages.\u003c/p\u003e\n\n\u003cp\u003eDo not manually change the font type, font colour, background or letter spacing in template or document generation software. You must use styles and headings to prevent assistive technology, search engines and PDF generators losing information.\u003c/p\u003e\n\n\u003cp\u003eCreate and apply styles to documents so you can:\u003c/p\u003e\n\n\u003cul\u003e\n \u003cli\u003e\n \u003cp\u003emaintain a consistent corporate identity in documents\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003emaintain a document’s structure\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003ecreate documents that are accessible to people using assistive technology\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003eautomate the process of converting documents to other types of content, for example, audio content\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003ehelp people focus on creating good content rather than managing style and formatting\u003c/p\u003e\n \u003c/li\u003e\n\u003c/ul\u003e\n\n\u003ch3 id=\"make-sure-your-extensions-plugins-and-custom-solutions-meet-the-odf-standard\"\u003eMake sure your extensions, plugins and custom solutions meet the ODF standard\u003c/h3\u003e\n\n\u003cp\u003eYou can use extensions, plugins or add-ons to increase the functions of your chosen office productivity tools. You should be aware of any impact these additions have on how software conforms to the ODF standard. There are 2 classes of conforming documents:\u003c/p\u003e\n\n\u003cul\u003e\n \u003cli\u003e\n \u003cp\u003econforming documents\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003eextended conforming documents\u003c/p\u003e\n \u003c/li\u003e\n\u003c/ul\u003e\n\n\u003cp\u003eYou should produce conforming documents where possible. Using extended conforming documents may cause interoperability problems and make documents more complex.\u003c/p\u003e\n\n\u003cp\u003eIf you’re responsible for developing an extension, plugin or add-on, consider using \u003ca rel=\"external\" href=\"http://opendocumentformat.org/developers/\" class=\"govuk-link\"\u003eexisting libraries that work with ODF\u003c/a\u003e.\u003c/p\u003e\n\n\u003ch3 id=\"image-or-graphic-plugins\"\u003eImage or graphic plugins\u003c/h3\u003e\n\n\u003cp\u003eYour image or graphic plugins must always use the universal mechanism for inserting a \u003ca rel=\"external\" href=\"http://docs.oasis-open.org/office/v1.2/os/OpenDocument-v1.2-os-part1.html#element-draw_image\" class=\"govuk-link\"\u003edraw area within the document\u003c/a\u003e. This will make sure that the content is viewable by any application that conforms with the ODF standard.\u003c/p\u003e\n\n\u003cp\u003eYou should provide:\u003c/p\u003e\n\n\u003cul\u003e\n \u003cli\u003e\n \u003cp\u003ea vector version (using the web standard SVG) for sharp images and accessibility\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003ea bitmap version (using the web standard PNG) as baseline\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003eyour custom file format (encoded as base64)\u003c/p\u003e\n \u003c/li\u003e\n\u003c/ul\u003e\n\n\u003cp\u003eMake sure \u003ca href=\"https://www.gov.uk/guidance/how-to-publish-on-gov-uk/images-and-videos\" class=\"govuk-link\"\u003eimages are accessible\u003c/a\u003e by adding information such as a summary description. If the plugin has a user interface, make sure that is accessible as well.\u003c/p\u003e\n\n\u003cp\u003eIf you use a commercial plugin, ask your supplier to make sure it’s accessible. If you use an open source plugin without full accessibility features, contribute any that you develop or commission back to the project.\u003c/p\u003e\n\n\u003ch3 id=\"odf-spreadsheets-and-formulas\"\u003eODF spreadsheets and formulas\u003c/h3\u003e\n\n\u003cp\u003eODF 1.2 includes \u003ca rel=\"external\" href=\"https://www.oasis-open.org/committees/download.php/16826/openformula-spec-20060221.html\" class=\"govuk-link\"\u003eOpenFormula\u003c/a\u003e, a standardised set of formulas that are usually in every compliant application.\u003c/p\u003e\n\n\u003cp\u003eYou can install OpenFormula at 4 different levels:\u003c/p\u003e\n\n\u003cul\u003e\n \u003cli\u003e\n \u003cp\u003eminimum - provides the minimal capabilities of regular spreadsheet functions\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003eminimum desktop - provides the minimal capabilities expected from typical desktop spreadsheets.\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003ebasic - provides all the capabilities necessary for typical desktop spreadsheet use\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003efull - provides the basic level plus features for advanced users\u003c/p\u003e\n \u003c/li\u003e\n\u003c/ul\u003e\n\n\u003cp\u003eThe most common levels are ‘minimum’ and ‘minimum desktop’. These provide all the functionality most users need.\u003c/p\u003e\n\n\u003cp\u003e‘Basic’ and ‘full’ implementations allow some backwards compliance with older application-specific issues. It’s better to convert the formulas in your spreadsheets so they do not depend on backward compliance features.\u003c/p\u003e\n\n\u003cp\u003eProblems converting to ODF 1.2 usually occur when you do not map historical product features. You may also lose some functions when you convert from Microsoft Excel to ODF. Microsoft provides a \u003ca rel=\"external\" href=\"https://support.office.com/en-us/article/differences-between-the-opendocument-spreadsheet-ods-format-and-the-excel-for-windows-xlsx-format-3db958c8-e0ac-49a5-9965-2c2f8afbd960\" class=\"govuk-link\"\u003elist of the differences between ODF and Excel\u003c/a\u003e.\u003c/p\u003e\n\n\u003cp\u003eIf you experience problems converting you can:\u003c/p\u003e\n\n\u003cul\u003e\n \u003cli\u003e\n \u003cp\u003etest a more recent software version to see if the issue no longer exists\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003echeck if there are plugins or add-ins that might solve the problem\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003eask your supplier why it does not work and ask when they will restore the function\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003econsider getting support to improve the product or build a plugin or add-on\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003eselect a different desktop publishing tool that does meet your needs\u003c/p\u003e\n \u003c/li\u003e\n\u003c/ul\u003e\n\n\u003ch2 id=\"support-and-training-for-odf-users\"\u003eSupport and training for ODF users\u003c/h2\u003e\n\n\u003cp\u003eThere are 3 main user groups for ODF, each with different needs for support and training:\u003c/p\u003e\n\n\u003cul\u003e\n \u003cli\u003e\n \u003cp\u003eusers of office productivity tools\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003etechnology teams who need to migrate from tools based on proprietary formats\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003edevelopers who are integrating or extending software based on ODF\u003c/p\u003e\n \u003c/li\u003e\n\u003c/ul\u003e\n\n\u003cp\u003eODF compatible tools are like most office applications so you are unlikely to need to provide extensive training.\u003c/p\u003e\n\n\u003cp\u003eIf you’re going to upgrade or replace your tools, check how much your users know about the new tools with user research. When you know how much training your users need you can provide:\u003c/p\u003e\n\n\u003cul\u003e\n \u003cli\u003e\n \u003cp\u003eonline, self-supported study\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003eusing material from commercial publishers\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003eusing open content you can customise, rewrite and republish\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003esupport from super users - a network of experts\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003etraining provided by a third party\u003c/p\u003e\n \u003c/li\u003e\n\u003c/ul\u003e\n\n\u003cp\u003eSome suppliers provide open source ODF solutions with support and training. You can choose to employ your own developers or trainers for long-term development or training needs.\u003c/p\u003e\n\n\u003cp\u003eWhen developing a solution using open source for the first time you can:\u003c/p\u003e\n\n\u003cul\u003e\n \u003cli\u003e\n \u003cp\u003eask peers for advice and guidance\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003esearch for advanced users who can help\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003ejoin up with other organisations to combine funding and share expertise\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003eask community experts for advice\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003espeak to \u003ca rel=\"external\" href=\"https://openuk.uk/\" class=\"govuk-link\"\u003eOpenUK\u003c/a\u003e for help finding specialist ODF trainers\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003erefer to \u003ca rel=\"external\" href=\"http://www.openforumeurope.org/\" class=\"govuk-link\"\u003eOpenforum Europe\u003c/a\u003e who maintains an open source library\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003econtact the OpenDoc Society who offers tools such as \u003ca rel=\"external\" href=\"http://www.officeshots.org/\" class=\"govuk-link\"\u003eOfficeshots\u003c/a\u003e and organises the \u003ca rel=\"external\" href=\"http://plugfest.opendocumentformat.org/\" class=\"govuk-link\"\u003eODF Plugfest events\u003c/a\u003e\u003c/p\u003e\n \u003c/li\u003e\n\u003c/ul\u003e\n\n\u003ch2 id=\"get-involved-in-the-development-of-the-standard\"\u003eGet involved in the development of the standard\u003c/h2\u003e\n\n\u003cp\u003eIf you’d like to make a suggestion or ask a question about the ODF standard you can:\u003c/p\u003e\n\n\u003cul\u003e\n \u003cli\u003e\n \u003cp\u003econtact members of, or join, the \u003ca rel=\"external\" href=\"https://www.oasis-open.org/committees/tc_home.php?wg_abbrev=office\" class=\"govuk-link\"\u003eOASIS ODF Technical Committee\u003c/a\u003e\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003eUse the public \u003ca rel=\"external\" href=\"https://www.oasis-open.org/contact/?path=/index.php\" class=\"govuk-link\"\u003eOASIS contact form\u003c/a\u003e\u003c/p\u003e\n \u003c/li\u003e\n \u003cli\u003e\n \u003cp\u003econtact your national representative on the \u003ca rel=\"external\" href=\"https://www.iso.org/committee/45374.html\" class=\"govuk-link\"\u003einternational standards board (ISO/IEC JTC1 SC34)\u003c/a\u003e\u003c/p\u003e\n \u003c/li\u003e\n\u003c/ul\u003e\n\u003c/div\u003e" } } ] } </script><script type="application/ld+json"> { "@context": "http://schema.org", "@type": "BreadcrumbList", "itemListElement": [ { "@type": "ListItem", "position": 1, "item": { "name": "Home", "@id": "https://www.gov.uk/" } } ] } </script> </body> </html>